1. Microsoft Office 2007- Illustrated Introductory, Windows Vista Edition Understanding Relational Databases

2. Objectives Understand relational databasesUnderstand relational databases Open a databaseOpen a database Enter dataEnter data Edit dataEdit data Create a databaseCreate a database(continued) Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition2

3. Objectives (continued) Create a tableCreate a table Create primary keysCreate primary keys Relate two tablesRelate two tables Print a datasheetPrint a datasheet Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition3

4. Understanding Relational Databases Lists of information are related to one anotherLists of information are related to one another Access provides tools that allow sorting, grouping, analyzing and reporting data in many different waysAccess provides tools that allow sorting, grouping, analyzing and reporting data in many different ways Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition4

5. Advantages of Access Minimizes duplicate data, increasing accuracy and consistencyMinimizes duplicate data, increasing accuracy and consistency Data entry is faster and easierData entry is faster and easier Data can be viewed and sorted in many waysData can be viewed and sorted in many ways Data is more secureData is more secure Data can be shared and edited by several users simultaneouslyData can be shared and edited by several users simultaneously Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition5

6. Access vs. Excel Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition6

7. Opening a Database Access can be opened from the Start menuAccess can be opened from the Start menu Access can be opened by clicking the Access icon on the desktopAccess can be opened by clicking the Access icon on the desktop Access can be opened by double- clicking a specific database file in My Computer or Windows ExplorerAccess can be opened by double- clicking a specific database file in My Computer or Windows Explorer Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition7

8. Terminology to Know Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition8

9. Entering Data Focus:Focus: Always highlighted in a different color to make it easier to find on the pageAlways highlighted in a different color to make it easier to find on the page Refers to which data would be entered or edited if you started typingRefers to which data would be entered or edited if you started typing Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition9

10. Moving the Focus to Navigate Data Options [Tab][Tab] [Enter][Enter] Navigation buttons:Navigation buttons: Previous record Previous record Next record Next record Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition10

11. Editing Data Access automatically saves new data and changes to existing data as soon as you move to another recordAccess automatically saves new data and changes to existing data as soon as you move to another record OR close the datasheet The edit record symbol (looks like a pencil) appears in the record selector box when you are editing a recordThe edit record symbol (looks like a pencil) appears in the record selector box when you are editing a record Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition11

12. Keyboard Shortcuts for Editing Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition12

13. Resizing & Moving Datasheet Columns Left-click and drag column separators to manually widen or narrow columnsLeft-click and drag column separators to manually widen or narrow columns Double-click the column separator to automatically adjust width to the widest entry in the fieldDouble-click the column separator to automatically adjust width to the widest entry in the field Click the field name and drag it left or right to move a columnClick the field name and drag it left or right to move a column Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition13

14. Creating a Database Start by using an Access template or by opening a blank databaseStart by using an Access template or by opening a blank database Navigation Pane: Allows you to move between objectsNavigation Pane: Allows you to move between objects The 4 primary objects are tables, queries, forms and reportsThe 4 primary objects are tables, queries, forms and reports A table is the most important object; it stores all of the dataA table is the most important object; it stores all of the data Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition14

15. The 4 Primary Access Objects Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition15

16. Creating a Table Start by using an Access template or by creating a table from scratchStart by using an Access template or by creating a table from scratch 3 essential tasks in creating a table:3 essential tasks in creating a table: * Naming the table * Naming the fields * Selecting data type for each field (e.g., numbers, text, dates) Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition16

17. The 10 Key Data Types in a Table AutoNumberAutoNumber Yes/NoYes/No OLE ObjectOLE Object AttachmentAttachment HyperlinkHyperlink Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition17 TextText MemoMemo NumberNumber Date/TimeDate/Time CurrencyCurrency

18. Creating Primary Key Fields Primary key field: Contains data that uniquely identifies each record; no 2 records can have the same entry in this fieldPrimary key field: Contains data that uniquely identifies each record; no 2 records can have the same entry in this field Primary key field relates one table to another in a one-to-many relationship; one record in the 1 st table is related to many records in the 2 nd tablePrimary key field relates one table to another in a one-to-many relationship; one record in the 1 st table is related to many records in the 2 nd table Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition18

19. Designating the Primary Key Field Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition19

20. Understanding Field Properties Properties = characteristics of a fieldProperties = characteristics of a field 2 properties required for every field: Field Name and Data Type2 properties required for every field: Field Name and Data Type You can add other properties, such as Field Size, Format and CaptionYou can add other properties, such as Field Size, Format and Caption More properties = more restrictions = more data entry accuracyMore properties = more restrictions = more data entry accuracy Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition20

21. Relating Two Tables Tables must be linked before queries, forms or reports can be created that utilize fields from more than one tableTables must be linked before queries, forms or reports can be created that utilize fields from more than one table Tables are linked in a one-to-many relationshipTables are linked in a one-to-many relationship Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition21

22. One-to-Many Relationships The primary key field is in the table on the “one” side of the relationshipThe primary key field is in the table on the “one” side of the relationship A foreign key field is a field in the “many” tableA foreign key field is a field in the “many” table Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition22

23. One-to-Many Line The one-to-many line shows the link between the primary key field of the table on the “one” side and the foreign key field of the table on the “many” sideThe one-to-many line shows the link between the primary key field of the table on the “one” side and the foreign key field of the table on the “many” side The infinity symbol indicates the “many” sideThe infinity symbol indicates the “many” side Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition23

24. One-to-Many Relationship Window Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition24

25. Printing a Datasheet Use Print Preview before printingUse Print Preview before printing Click the Office button, then click Print PreviewClick the Office button, then click Print Preview You will be able to see if the datasheet fits on the page; if it does not, you can adjust column sizes, page orientation and/or page marginsYou will be able to see if the datasheet fits on the page; if it does not, you can adjust column sizes, page orientation and/or page margins Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition25

26. Datasheet in Print Preview Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition26

27. Summary Use Access to create and work with relational databasesUse Access to create and work with relational databases The database window helps you work with Access objectsThe database window helps you work with Access objects Access objects help you find, enter, and manage informationAccess objects help you find, enter, and manage information Access Help provides additional informationAccess Help provides additional information Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition27